What to buy for a wine trip

A wine trip needs more than wine glasses and snacks. You will need supplies for tasting, travel, participant check-in and a safe return journey. Plan quantities around the final participant list, then pack coolers, ice packs and serving equipment before departure day. Small items such as pens, tasting sheets, charging cables and hand sanitizer are easy to overlook, but you will need them during the trip rather than at the end.

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What to bring

Grouped the way you'd shop for it, with quantities.

Equipment

Coolersqty 3
Ice packsqty 12
Power banksqty 2
Charging cablesqty 4

Tableware

Wine glassesqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Napkin holdersqty 4

Kitchen

Serving jugsqty 4
Corkscrewsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Measuring cupsqty 2

Office

Name badgesqty 36
Ballpoint pensqty 36
Tasting note sheetsqty 36
Participant foldersqty 36
Route mapsqty 36
Clipboardsqty 2

Safety

First aid kit
Reflective vestsqty 2
Flashlightsqty 2

Cleaning

Hand sanitizerqty 4
Cleaning wipesqty 2
Paper towelsqty 4
Waste binsqty 3

Catering

Groceries
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 24 cans
- Coffee - 2 packs
- Tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Baguettes - 12 pieces
- Cheese-filled sandwiches - 12 pieces
- Ham sandwiches - 12 pieces
- Chicken sandwiches - 6 pieces
- Vegan sandwiches - 6 pieces
- Unsalted butter - 2 packs
- Hummus - 4 tubs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Mixed nuts - 3 bags
- Olives - 4 jars
- Grapes - 5 kilograms
- Apples - 36 pieces
- Pears - 24 pieces
- Cheese cubes - 3 kilograms
- Grape jam - 2 jars
- Mustard - 1 bottle
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Napkins - 4 packs
- Paper cups - 50 pieces
- Trash bags - 2 rolls
- Toilet tissue - 6 packs
- Wet wipes - 4 packs
- Dish soap - 2 bottles
- Hand soap - 2 bottles

Tips

Pack two wine glasses and one water glass per participant, plus a few extras for breakages or late additions. Keep them together in sturdy crates so they can be loaded and unloaded quickly.
Prepare one tasting note sheet and one pen per participant, then add at least 10% extra. Put the sheets on clipboards or in participant folders before people board the bus.
Fill each cooler with ice packs before departure and leave enough room for bottles and water. Do not wait until the tasting venue to chill everything; cooling several bottles can take 2–4 hours.
Charge power banks and pack the matching charging cables the evening before. One power bank for every 4–5 participants gives the group a practical backup during a full travel day.
Pack safety and cleanup supplies in a clearly marked bag: a first aid kit, reflective vests, flashlights, hand sanitizer, wipes, paper towels and waste bins. Keep this bag accessible instead of placing it underneath luggage.

Frequently asked questions

What should I buy for a wine trip?: Buy tasting and serving supplies, water, groceries, ice packs, travel charging gear and cleanup items. For each participant, allow one tasting sheet, one pen and at least one water glass, then add 10% spare supplies.
How many wine glasses do I need for a wine tasting trip?: Plan on two wine glasses per participant if different wines will be tasted side by side. Add 10% extra glasses so one breakage or an unexpected attendee does not disrupt the tasting.
How much ice do I need for a wine trip?: Use enough ice packs to keep every cooler cold throughout the travel period, with at least two ice packs per cooler as a starting point. Load them the night before and check the coolers again 30 minutes before departure.
When should I pack the wine trip supplies?: Pack non-perishable supplies, tasting sheets, name badges and safety equipment 1–2 days ahead. Chill drinks and load the coolers on the day of departure, allowing 2–4 hours for bottles to cool properly.

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